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November 09, 2015

Instantly Generate Quotes from Infusionsoft Opportunities

Quotes are an important part of the sales process and can often be the most time consuming.  From gathering prices, creating the quote, and sending the quote to the customers, there are a lot of areas where things can go wrong.

On top of that, you’ll also have to rely on your sales team to use the same template for the quotes.  Often they like to “customize” the company provide template, and that leads to varying messaging between sales reps.

In this example, we’re going to show you how to use WebMerge to generate quotes from Infusionsoft opportunities.  We’ll also be using our friends over at Zapier to automatically send data from Infusionsoft to WebMerge when we update our opportunity.

To get started, we’re going to setup our quote template using a Word document.  This template is just a normal Word document that has all of our quote information in it, but we’re going to add merge fields to indicate where we want data from Infusionsoft to be inserted into the quote.  These merge fields looks like {$FirstName}, {$Company}, etc.

Here’s what our quote template looks like:

Once we have our template finished and ready, we’re going to upload it to WebMerge.  From the Documents page in WebMerge, click the New Document button and enter a name.  On the next step, select Office Document, then pick the file from your computer.

When you’ve uploaded your template, you’re going to be taken to the Settings tab where you can modify settings like the type of file that is being generated and the name of the file.  For this example we’re going to create a PDF and include the name of the Opportunity in our PDF.

Next, we’re going to setup the delivery of our quote so that it is emailed to our customer and saved in Infusionsoft.  This will require 2 separate deliveries.  Note: each delivery counts as a “merge” towards your monthly limit.

Go ahead and click on the Deliver tab and you should see a default email delivery already there.  Click the Edit button for that email and we’re going to update the To address to go to our customer’s email address (a merge field in our document) and we’ll modify the other settings to fit our needs.

To setup the delivery to Infusionsoft, we’re going to create a brand new delivery.  Once you’ve saved the email delivery, click the New Delivery button and pick Infusionsoft from the list. 

After you’ve authenticated your Infusionsoft account, you’ll see the settings for the Infusionsoft delivery.  Select the customer’s email address as the contact’s email address and then you can save the delivery.

Once you’ve saved the infusionsoft delivery, we’re done with the setup in WebMerge and ready for the integration setup in Zapier!
Inside Zapier, go ahead and create a New Zap.  For the Trigger, choose Infusionsoft as the app and then pick New Opportunity as the trigger.

Zapier will ask you to authenticate your Infusionsoft account and then Zapier will have you test the Infusionsoft connection to make sure that you have everything setup correctly.  If everything is working correctly, click the Finish button.

Next, it’s time to setup the Action.  We’re going to pick WebMerge as the app and then Create Document Merge as our action.

After we’ve authenticated our WebMerge account, Zapier will ask us to pick the document we’d like to merge.  Go ahead and pick the quote template that you just setup and Zapier will then load a list of all the merge fields that are in your quote template.

For each of the merge fields in your document, you’ll need to pick the corresponding Infusionsoft fields.  This tells Zapier how to send your data over to WebMerge so that the information is placed in the correct spots on your template.

Once you’ve mapped all of the fields, go ahead and run a quick test and if everything is working, turn on the Zap.  You’re now ready to run a real test!  From Infusionsoft, update one of your opportunities and that should trigger the information to be sent over to WebMerge.

Here’s what our example quote looked like:

Great work, you’re all done!  You can now automatically populate all kinds of documents from Infusionsoft.  Can you think of any other ways that you could use WebMerge to simplify your paperwork process?

7 min read

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